AP & Payroll Specialist

Jerry Leigh of California; Los Angeles (CA); On-site; USD 65,000 - 85,000; Full time

Job summary

Jerry Leigh of California is seeking an AP & Payroll Specialist to ensure accurate and timely payroll processing across the organization while maintaining strict confidentiality of company data and employee information.

The role handles time and labor tracking, payroll administration, and labor cost distribution, supporting precise compensation for all employees and adherence to payroll policies and deadlines. The position requires strong Excel and Paycom proficiency and a commitment to accuracy.

Qualifications

• 3 years of payroll experience and accounts payable.
• Knowledge of multi-state payroll.
• Strong Excel and Paycom experience.
• Familiar with garnishments, state taxes, unemployment, and W2 reporting.

Responsibilities

• Process payroll accurately and on time, including reporting and communications.
• Maintain payroll spreadsheets and cross-checks.
• Prepare HR & payroll reports for special projects.
• Manage timecard approvals and timekeeping systems.
• Handle onboarding updates and payroll changes for employees.
• Respond to employee payroll inquiries.
• Prepare off-cycle payroll checks.
• Process status changes: new hires, rate changes, FTE.
• Verify pay rates and retroactive pay.
• Verify PTO and sick leave balances.
• Respond to VOE requests and unemployment claims.
• Stay updated on federal, state, local payroll laws.
• 401(k) administration including contributions.
• Assist audits with required documentation.
• Process invoices, set up vendors and reimbursements.
• Reconcile past-due invoices and resolve discrepancies.

Skills

Payroll processing

Multi-state payroll

Data analysis

Confidentiality

Tools

Paycom

Microsoft Office

Job description

As part of the Accounting & HR Teams, the AP & Payroll Specialist plays a vital role in ensuring accurate and timely payroll processing across the organization while maintaining strict confidentiality regarding company data and employee information. This position manages a high volume of requests related to time and labor tracking, payroll administration, and labor cost distribution functions. By maintaining precision and efficiency, the Payroll Specialist helps ensure all employees are compensated correctly and on schedule.

Job Responsibilities - Other duties may be assigned

• Ensuring timely and accurate processing of payroll including all associated reporting and internal/external communications.
• Maintain internal spreadsheets for payroll processing and cross checking.
• Generate and prepare HR & payroll reports as needed to support special projects and tasks.
• Manage timecard approval process, time entry, and administration of timekeeping systems.
• Review and resolve timecard exceptions prior to payroll processing for all employees; ensure accurate onboarding of new hires and updates to employee records in the payroll system.
• Respond promptly and accurately to employee inquiries regarding payroll, timekeeping and -related inquiries
• Prepare off-cycle payroll checks for situations such as replacement checks, late timesheet submissions, and final pay.
• Process approved personnel status change forms for changes such as rate, FTE, employment status changes; new hires/rehires; and address changes.
• Verify pay rate changes and calculate retroactive pay, as needed.
• Verify accurate PTO and sick leave balances.
• Process and respond to Verification of Employment (VOE) requests
• Assist with completing unemployment claim responses and documentation.
• Stay current on changes to federal, state and local labor laws and regulations affecting payroll and ensure ongoing compliance.
• 401(k) administration including maintaining records, processing contributions and funding
• Support internal and external audit activities by preparing the requested documentation, as needed
• Prepare and code invoices accurately and submit correctly
• Set up vendors, manage vendor files, and file invoices.
• Process check requests and prepare checks for mailing and distribution.
• Reconcile past-due unpaid invoices by reviewing received statements.
• Research and resolve payment discrepancies and communicate with business partners to address invoice issues.

Basic Qualifications

• 3 years of relevant payroll experience & Accounts Payable
• Knowledgeable in multi-state payroll
• Strong working knowledge of Microsoft Excel and Paycom preferred
• Proficiency in all other Microsoft Office applications
• In-depth understanding of payroll procedures, internal controls, audit trails and appropriate documentation, state & federal laws, and taxes
• Experience with computerized payroll, benefits, retirement systems and procedures. Retail payroll and commission experience a plus.
• Familiarity with garnishments, state taxes, unemployment, and W2 reporting a plus.
• Willingness and ability to learn and use new systems and implement new processes is required.
• Ability to maintain confidentiality of information.
• Ability to follow policies and standard procedures. Strong adaptiveness to new policies and procedures.
• Strong commitment to high accuracy and efficiency.
• Ability to research, learn, interpret, apply payroll related laws, regulations, policies, and make sound decisions.
• Strong mathematical, analytical, organizational, and problem-solving skills.
• Ability to establish and maintain accurate and comprehensive records.
• Good interpersonal skills and ability to maintain professional working relationships with others.
• Excellent customer service skills and high responsiveness to requests.
• Good oral and written communication skills. Preferably includes communication in Spanish.
• Ability to handle multiple ongoing projects and processes with attention to details.